Document Control Administrator II

Position Overview

Rodeo Refinery is seeking an experienced Document Administrator II to support the Maintenance Department on a 12‑month contract in Rodeo, CA. The role will split responsibilities approximately 50% Document Control and 50% SAP/CMMS administration. The ideal candidate will bring strong experience in document control practices—preferably in a refinery or industrial setting—along with SAP proficiency, analytical capability, and excellent organizational and communication skills.

• Promote and support a strong safety culture in all work activities.
• Manage maintenance documentation processes, including creation, review, approval, and distribution.
• Develop and maintain procedures, forms, reports, spreadsheets, and correspondence.
• Perform data entry and maintain accurate records in SAP (CMMS) – equipment hierarchy, characteristics, bills of materials (BOMs).
• Process Fiori approval requests for equipment, functional locations, and BOM updates.
• Create repair folders and document maintenance work performed on refinery equipment (pumps, compressors, turbines, valves, heat exchangers, tanks, instrumentation).
• Analyze repair documentation to identify root causes and assign problem/cause codes.
• Run and interpret SAP reports and notification summaries.
• Prepare daily maintenance documentation packages for supervisors.
• Partner with Maintenance Planner and Scheduler to support on‑time completion of Preventive Maintenance (PM), including critical equipment.
• Maintain spare parts lists and assist with procurement tracking.
• Track and report equipment reliability and maintenance performance metrics.
• Manage audit documentation and support compliance processes, including Management of Change (MOC).
• Maintain document control systems (e.g., Livelink), including scanning, indexing, and distribution.
• Manage documentation for new equipment and maintain manufacturer manuals library.
• Identify and implement improvements to documentation processes and workflows.
• Coordinate schedules and maintain tracking tools for documentation and equipment records.
• Communicate effectively with cross‑functional teams and stakeholders.
• Support special projects and additional duties as assigned.

• Legally authorized to work in the U.S.
• High school diploma or GED.
• 3+ years of experience in document control, maintenance support, or CMMS administration.
• Prior SAP experience.
• Proficiency with Microsoft Office (Excel and Word).
• Valid TWIC Card.
• Valid Driver’s License (travel in company vehicle may be required).
• Completion of HASC (site‑specific safety training).
• Ability to pass background check and drug screening (ASAPcheck).

• Experience in a refinery or industrial environment.
• Experience creating repair folders and maintaining equipment documentation.
• Strong experience with SAP reporting, analytics, and master data management.
• Familiarity with maintenance workflows and reliability tracking.

• Must be able to wear standard PPE, including FRC and safety shoes.
• Strong organizational, time‑management, and analytical skills.
• Effective written and verbal communication skills.
• Ability to manage multiple priorities in a structured, fast‑paced environment.